How do I send an accepted submission for typesetting?

NOTE: this is only applicable to journals using the Ubiquity typesetting service. If your journal creates the publication files without the Ubiquity service then this article is not relevant.

Click here for a short 5 minute video tutorial that also goes through the following stages.

If your journal uses the ]u[ Ubiquity production service (i.e. Ubiquity handles the typesetting and publication processes), then after accepting a manuscript you will need to complete one final step and send the accepted submission to production, at which point we will take over.

In the submission, this means that we will need to go through the copyediting tab and move the accepted files into the production tab.  Even if your journal uses the Ubiquity copyediting service, this will only happen once the files have been sent to production and so you will need to follow the same steps.

Accepting an article

When you accept an article you will be taken through two steps, the first is drafting the email notification to the author, and the second is selecting the files to send to copyediting.  Please note that you will only be able to select files that have been uploaded in the revised files panel of that round of review.  If no revisions have been uploaded or you are missing some files (e.g. supplementary or data files that were not revised), then this is not a problem, simply complete this step as we can upload everything in the copyediting tab.

*In the above, there are no files to select so we can simply skip this stage by clicking “Record Editorial Decision”.

Uploading the accepted files in the copyediting tab

Once a submission has been accepted, it will be moved into the copyediting tab.  What we now need to do is ensure that all of the accepted files are uploaded into the “Draft Files” panel as this will mean we can select them when we click “Send To Production”.

To do so, we are going to click “Upload/Select Files” and make sure that the option “Show files from all accessible workflow stages” is ticked.  This will allow us to select any files that have been uploaded in either the submission or review stages and means we can double check that we have every file that should be part of the final publication.  If you are missing any files, you will also be able to upload a brand new file when you click “Upload/Select Files”.

Complete pre-typesetting checks

Before sending the accepted submission to the production team for typesetting, the editor should consider a list of checks to ensure that the file is complete and accurate. If the editor is unsure of the information then the author will need to be contacted – the below checklist is an example of possible checks that may be relevant.

Note that any updates to the metadata (title, abstract, authors, collection, keywords etc) require the ‘Save’ button to be clicked. Found at the bottom of the metadata page.

The final version of the file(s) must be uploaded to the journal system prior to sending the article for typesetting.

Failure to complete such checks may result in errors in the publication.

A journal is able to host their own journal-specific checklist, which can be hosted in the Publisher Library - see here for more information.

Sending the files to production

Once you are happy that all of the files needed for the final publication have been uploaded into the “Draft Files”, you can now add any typesetting comments that are relevant to the submission (please note that these must be added before you click “Send To Production”).

We can then complete the final stage and send the submission to production, this is another two step process, the first is notifying the author, however it is quite normal to skip this email if there is nothing new to add from the acceptance email.  The second is selecting the files and you should now be able to see and select the files you have uploaded into the “Draft Files” panel.  Ensure these are all ticked and then click “Record Editorial Decision”.